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Workflow Trigger: Invoice

Automate your invoicing process with the Invoice workflow trigger in Stack. This feature activates actions based on changes in invoice status—whether an invoice is sent, paid, or overdue. Streamline follow-ups, reminders, notifications, and record updates effortlessly.

Table of Contents​

What is the Invoice Workflow Trigger?​

The Invoice workflow trigger in Stack activates whenever there is a change in the status of an invoice. You can configure this trigger to respond to various statuses such as sent, paid, or overdue, initiating a series of automated actions. This is particularly useful for ensuring timely follow-ups, confirmations, or notifications without manual intervention.

Key Benefits​

Discover how this trigger can transform your invoicing process:

  • Improves Cash Flow Management: Automatically remind customers about upcoming payments to reduce overdue invoices.
  • Enhances Customer Experience: Send timely thank-you emails and confirmations upon payment to reflect professionalism and build trust.
  • Reduces Manual Effort: Automate routine actions like sending reminders or updating records to save time and ensure consistency.
  • Enables Better Tracking: Receive real-time notifications about invoice status changes to keep your team informed and ready for further action.

Configuring the Invoice Workflow Trigger​

Name Your Trigger​

Give your trigger a descriptive name for easy identification, such as "Post Workshop Invoice Sent."

Set Up Filters​

Define specific conditions for the trigger using filters.

Invoice Status​

The Invoice Status filter allows you to define the specific status change that activates your workflow. Here’s a detailed explanation of each status option:

  • Paid: Triggers the workflow when an invoice is fully paid. Useful for sending thank-you emails, updating CRM records, or notifying the finance team about completed payments.
  • Partially Paid: Activates the workflow when a partial payment is made. Ideal for businesses that allow installment payments and want to track partial settlements.
  • Sent: Triggers the workflow when an invoice is sent to a customer. Useful for automating reminders, ensuring timely follow-ups, or logging the sent status in the CRM.
  • Viewed: Activates the workflow when the customer views the invoice. Helpful for tracking customer engagement and planning timely follow-ups.
  • Void: Triggers the workflow when an invoice is voided. Essential for maintaining accurate financial records and ensuring no further reminders or actions are taken on canceled invoices.

Additional Filters​

  • Has Tag: Refine your workflows using the Has Tag filter and Custom Fields. These filters allow you to create more precise automation by narrowing down the trigger conditions based on specific criteria.
  • Custom Fields: Use unique data points stored in custom fields to trigger workflows. This is particularly useful for businesses with specific invoicing requirements, such as differentiating between payment terms or customer types.

Configure Workflow Actions​

Add actions that should be triggered when the workflow is activated. Common actions include:

  • Sending an email or SMS notification.
  • Updating CRM fields.
  • Assigning follow-up tasks.

Once all steps are configured, Save the workflow and activate it to start automating your invoice processes.

Frequently Asked Questions​

Q: Can I set up different actions for different invoice statuses?
Yes, you can configure separate workflows for various statuses like Sent, Paid, Partially Paid, and Overdue, allowing you to tailor specific actions for each status.

Q: How can I prevent duplicate reminders from being sent after payment?
To avoid duplicate reminders, set up a secondary workflow triggered by the Paid status. Include an action to remove the contact from the initial reminder workflow.

Q: Can I add multiple filters to a single trigger?
Yes, you can add multiple filters, such as invoice status, tags, or custom fields, to refine the trigger conditions further.

Q: Is it possible to notify different teams based on the invoice amount?
Absolutely. By using filters and conditions, you can create workflows that send notifications to specific teams based on criteria like invoice amount or customer type.

Q: How do I ensure that the workflow doesn’t send unnecessary reminders after the payment is made?
Enable the Stop on Response option in the settings. This ensures that once the payment is made, the contact is removed from the workflow, preventing unnecessary follow-ups.